Communications Plan

Project Name:

Project Management Improvement Project Example

Disclaimer This example is based on a real project. However, this version is changed to present full examples of Communication Plan components as described in the DoIT Project Management Framework. This example is not a true representation of the communication plan for the Project Management Improvement project.

Prepared By: Name1 - Project Manager Position: Project manager Date: June 2005 Version No: v1.2

Document Change Control

The following is the document control for the revisions to this document.
Version Number Version 1.0 Version 1.1 Version 1.2 Date of Issue August 15, 2005 Pending Pending Author(s) Name1 - Project Manager Name1 - Project Manager Name3 Brief Description of Change Initial version for review and comment Incorporated changes from leadership review Reformatting for Project Management Framework example

Definition
The following are definitions of terms, abbreviations and acronyms used in this document.
Term Definition

CIO DoIT DoITnet MTeam Op Directors PSST

Chief Information Officer UW-Madison - Division of Information Technology DoIT Intranet DoIT - Management Team DoIT Operations Directors Project Startup and Status Tool

Example Communications Plan v1.0.1

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Table of Contents
1. INTRODUCTION ......................................................................................................... 1 2. COMMUNICATION OBJECTIVES .............................................................................. 1 3. COMMUNICATION PURPOSE AND TARGET AUDIENCES ..................................... 1 4. COMMUNICATION MESSAGE AND DELIVERY ....................................................... 2 5. COMMUNICATION MESSAGE CONTENTS .............................................................. 3 APPENDIX...................................................................................................................... 4
Target Audience Participants ................................................................................................................. 4

Example Communications Plan v1.0.1

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1. Introduction
The purpose of the communication plan is to ensure the Project Management Improvement Project provides relevant, accurate, and consistent project information to project stakeholders and other appropriate audiences. By effectively communicating the project can accomplish its work with the support and cooperation of each stakeholder group. The communication plan provides a framework to manage and coordinate the wide variety of communications that take place during the project. The communication plan covers who will receive the communications, how the communications will be delivered, what information will be communicated, who communicates, and the frequency of the communications.

2. Communication Objectives
Effective and open communications is critical to the success of the project. The key communication objectives for the project are: Promote and gain support for the Project Management Improvement Project Encourage use of project management best practices Give accurate and timely information about the project Ensure a consistent message

3. Communication Purpose and Target Audiences

This section identifies the audiences targeted in this Communication Plan, and the purpose of communicating with each audience. A complete list of the participants in each audience can be found in the Appendix.

Audience

Communication Purpose

Project Sponsor Project Core Team Project Review Team DoIT CIO Office DoIT Management Groups: DoIT Tech Directors DoIT Op Directors DoIT Roundtable DoIT Mteam DoIT project managers DoIT staff

Project plans, project progress, project issues Project direction, project deliverables, clear direction and delegation of tasks Project direction, project deliverables, changes in work processes Project Strategy, changes to business operations and policy, project deliverables, project progress Project Strategy, changes to business operations and policy, project deliverables, project progress

Project Strategy, impact due to changes in procedures or policies, project deliverables, project progress Impact due to changes in procedures or policies, changes in business procedures and policies, project progress

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4. Communication Message and Delivery

The following outlines the targeted audiences, the key communication messages to be delivered, and the method for delivering the information, the communicator, and the frequency of the delivery.
Audience Message Delivery Method Delivery Frequency Communicator

Project Sponsor

Project Plans Status Reports

Meeting Report published in My Webspace with DoITnet and PSST link Meeting Report published in My Webspace with DoITnet and PSST link Meeting: Oral briefing and presentation slides Report published in My Webspace with DoITnet and PSST link Report published in My Webspace with DoITnet and PSST link Meeting: Oral briefing and presentation slides

Weekly Biweekly

Project Manager Project Manager

Project Core Team

Project Plans Status Reports

Weekly Biweekly

Project Manager Project Manager

Project Review Team

Project Briefing Status Reports

Monthly Biweekly

Project Manager Project Manager

DoIT CIO Office

Status Reports

Biweekly

Project Manager

Project Briefing

Quarterly

Project Sponsor Project Manager Project Manager

DoIT Management Groups DoIT Tech Directors DoIT MTeam DoIT Op Directors DoIT Roundtable

Status Reports

Report published in My Webspace with DoITnet and PSST link

Biweekly

Project Briefing DoIT Tech Directors DoIT MTeam DoIT Op Directors DoIT Roundtable Project Briefing

Meeting: Oral briefing and presentation slides (briefings held more frequently as requested)

Quarterly Quarterly Semi-annually Annually Monthly

Project Sponsor Project Manager

DoIT project managers

DoIT Project Management Forum Meeting: Oral briefing and briefing notes DoIT All Staff Meeting: Oral briefing and presentation slides

Project Manager Project Core Team Project Sponsor Project Manager

DoIT staff

Project Briefing

Annually

Example Communications Plan v1.0.1

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5. Communication Message Contents

The section outlines the contents of the key communications. Project Plans - Current and Future Plans - Project Issues and Problems - Planned Project Deliverables for Next Period Status Report - Status Summary - Status of Schedule - Status of Budget - Status of Scope - Accomplishments Achieved - Concerns/Issues - Next Steps - Project Team Members Project Briefing - Goals of Project Management Improvement - Project Status - Project Problems and Issues - Project Checklist

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Appendix
Target Audience Participants
Audience Participants Organization

Project Sponsor Project Core Team

Project Review Team

DoIT CIO Office DoIT Tech Directors DoIT Op Directors DoIT Roundtable DoIT MTeam DoIT project managers DoIT staff

Name2 - Project Sponsor Name2 - Project Sponsor Name1 - Project Manager Name3 Name4 Name5 Name6 Name7 Name8 Name9 Name10 Name11 Name12 Name13 Name14 Name15 Name16 Name17 Name18 Name19 Name20 Name21 Name22 Name23 Name24 Name25 Name26 Name27 Name28 Name29 Name30 Per DoIT Organization Per DoIT Organization Per DoIT Organization Per DoIT Organization DoIT managers DoIT project managers DoIT staff

DoIT - Division Office DoIT - Division Office DoIT - Division Office DoIT - System Engineering and Operations DoIT - Application Development and Integration DoIT - Network Services DoIT - Academic Technology Solutions DoIT - Financial Services DoIT - Enterprise Internet Services DoIT - Network Services DoIT - Application Development and Integration DoIT - Application Development and Integration DoIT - Application Development and Integration DoIT - Application Development and Integration DoIT - Application Development and Integration DoIT - Application Development and Integration DoIT - Academic Technology Solutions DoIT - Academic Technology Solutions DoIT - Academic Technology Solutions DoIT - Academic Technology Solutions DoIT - Enterprise Internet Services DoIT - Enterprise Internet Services DoIT - Enterprise Internet Services DoIT - Enterprise Internet Services DoIT - Network Services DoIT - Network Services DoIT - User Services DoIT - System Engineering and Operations DoIT - System Engineering and Operations DoIT - System Engineering and Operations DoIT - System Engineering and Operations DoIT DoIT DoIT DoIT DoIT DoIT DoIT

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